Chip 1999 June/Chip_1999-06_cd.bin/sharewar/vidstr/FILES.ZIP/MANUAL.TXT

Text File | 1998-09-28 | 23.6 KB | 759 lines

The Video Store 4.1


CHAPTER I
INTRODUCTION

This document is a brief operational manual in setting up and using The Video Store 4.1.  A
complete and detailed printed manual is included with the registered version that explains every
feature in complete detail.

The Video Store 4.1 has a built in help system.  It can be activated by pressing Alt-h from any
screen.  A popup window will be displayed describing all of the features on the current screen.


The Video Store 4.1 requires any IBM PC compatible computer with a hard disk drive.  Prior to
installation, verify that the CONFIG.SYS file meets the following requirements:

        FILES=60
        BUFFERS=20


To run The Video Store 4.1, enter VID at the DOS prompt.


The following environment variable commands are supported:

SET VID=COLOR
Forces the program to operate in color mode.

SET VID=MONO
Forces the program to operate in monochrome mode.



CHAPTER II
SYSTEM CONFIGURATION

Prior to using the software, you should first configure everything found in System Configuration.
System Configuration is used to configure your business, taxes and equipment that is connected
to your computer.  You can enter System Configuration by from the Main Menu.

The following options should be configured in System Configuration:

Setup Company Information
This option allows you to define the name of your company, address, telephone & fax
numbers and country information.

Setup Tax System
This option allows you to define your tax system.  You can configure 0/1/2 taxes, name of
each tax and the rate for each tax.  The tax rates are entered in as percentages.  For
example, a tax rate of seven percent is entered in as 7.0.

Setup System Defaults
This option allows you to define all of the defaults while using the software.  These
defaults are:

Print Invoice
Options available are Ask When To Print or Automatically Print.

Spacing On Reports
Options available are Single Spaced or Double Spaced.

Menu System
Options available are Novice or Advanced.  The novice menu system uses function
keys while the advanced menu system uses keyboard controls.  Both menu systems
can be used with the mouse.

Num Of Decimal Places
Options available are 2, 3 or 4.

Check Printer
Options available are Yes or No.


Enable Security System
Options available are Yes or No.

Rental Return Time
The time to return rental.  This time is a 24 hou clock.  Leave blank for return time
to be same as rental time.

Print Rental Agreement
Options available are Yes or No.

Issue Customer Credit
Options available are Yes or No.

Auto Advance Inventory
Auto advance inventory is used to automatically advance to the next line when an
inventory item has been entered on the sale screen.  This option is the default
setting for new items.  Options available are Yes or No.

Def Rental Income Code
Select the default Rental Income Code for new rental items.  This code will be
displayed on the income report.

Def Sales Income Code
Select the default Sales Income Code for new sales items.  This code will be
displayed on the income report.


Edit Holiday Dates
These are holiday dates when your store is closed.  No rentals will ever be due on these dates.
Edit Rental Agreement
If Print Rental Agreement is set in System Defaults, you can edit the rental agreement.  The rental
agreement is printed after the invoice.
Edit Payment Tenders
Defines the type of payment tender and what actions can take place for this payment tender.
Edit Income Codes
Defines all of the Income Codes.  These Income Codes are used in the Rental & Sales
maintenance screens.
Setup Special Promotions
This option allows you to define special promotions such as Rent 10 Get 1 Free.
Setup Printer Configuration
This option allows you to define printers to specific types of forms.  40-column  receipt printers
and regular 80 column printers are supported.  This section is also used to customize any of the
forms.

Setup Hardware Configuration
This option allows you to define hardware connected to your computer.  The following hardware
is supported:

Modem
The modem can be configured to dial a telephone number from Customer or Vendor
database.  The com port, type of service and baud rate can be configured.

Cash Drawer
The cash drawer can be configured to open at the time of sale.   Cash drawers can be
configured to work from the serial or parallel port.   The baud rate (serial device only) and
string/ascii code to open drawer can be configured.  Please note: If you use the ascii code
to open the drawer, then it is required to blank out the string field.

Pole Display
The pole display can be configured to display transactions to the customer.  The default
settings are set for the Logic Controls PD-3000 pole display, but other pole displays can
also be configured.

Card Reader
The card reader is used to read a credit card at the time of payment.  Only card readers
connected to the serial port may be used.  The com port, baud rate, data bits, parity and
stop bits can be configured.


IC Verify Credit Card Authorization
The Video Store 4.1 can be configured to interface with IC Verify Credit Card software.  In order
for this to work, IC Verify Merchant Information must have the Evaluate Response field to set
æYÆ.  The following settings will interface with IC Verify:

Use IC Verify
If you wish to use IC Verify enter Y, otherwise enter N.

Request Directory
The name of the directory that contains the IC Verify responses.

Request File
The name of the file that contains the IC Verify responses.

Use Address Verification
If you wish to use address verification enter Y, otherwise enter N.

Timeout
The number of seconds for IC Verify to return a response.


CHAPTER III
Maintenance System

The Maintenance System contains all information on your customers, sales personnel, vendors,
and products that you sell and rent.  These items should be completed prior to generating your
sales.  The following databases should be setup:

Customers
This database contains information on your customers.   Each customer is assigned a unique
customer code.  The software will automatically assign a default code for each new customer.
You can edit this code to any unique code.  The customer database has the following fields:

Cust Code
A unique customer code.

First/Last Name
The first and last name of the customer.

Name #2-4
Three additional first names.

Birth Date
The date of birth for each name.

Phone
The telephone number of the customer.

Address
The complete mailing address of the Ship To and Bill To.

Work Phone
The telephone number of the customerÆs place of employment.

Drivers Lic
The customerÆs drivers license number.

Credit Card/Expir Date
The customerÆs credit card account number and expiration date.

Soc Sec #
The customerÆs social security number or tax number.

Lock Out
Selecting a Y will lock this customer out of the system.

Alert
Selecting a Y will place this customer on alert.  If a customer is on alert, an alert message
will be displayed on the sales system.

Credit
The available credit for this customer.  This is used if a customer is issued credit for
returned items or makes payments in advance.

# Rentals
Number of rentals this customer has accumulated.

Since
The date that the customer has been added to the system.


Rental Price Codes
This database contains information on your rental price codes.  These categories define the rental
prices for each day of the week.   Each price code is assigned a unique price code.  You must
enter in this code.  The rental price code database has the following fields:

Price Code
A unique price code.  This code is used in the Rental Items maintenance system.

Description
Description for this price code.

Late Fee
The late fee charge per day.

Min Age To Rent
The minimum age to rent anything under this price code.

Default Rental Period
The sales screen will default to this number of days.

Rental Period
Up to three rental periods can be defined.  This defines the number of days for the rental
period.

Price
The rental price for each day of the week.


Tax
Y is this rental is taxable.



Rental Items

This database contains information on your rental items.   Each item is assigned a unique product
code.  The software will automatically assign a default code for each new item.  You can edit this
code to any unique code.  The inventory database has the following fields:

Prod Code
A unique product code.

Title
The product description for this item.

Sell Price
The selling price for this item.

Cost
The unit cost of this item.

Price Code
The price code for this item.  Price codes are defined in Rental Price Codes.

Num Rented
Number of times that this item has been rented.

Income
The total income that this item has produced.

Date Added
The date this item has been added.

Status
Rental status.  The rental is either IN or OUT.

Auto CR
Determines if this item automatically advances to the next line in the sales system.


Cust Prev Rented
The customer code that previously rented this item.

Location
You can use this field to describe where this rental is located.

Rating
The rental rating.

Cust Now Rented
The customer code that is currently renting this rental.  This field is blank if the rental has
been returned.

Actors
Three lines of actor information.

Vendor
The vendor code that you purchase this item from.

Income Code
The Income Code for this item.  This code will be displayed on the income report.


Sales Items

This database contains information on your inventory.   Each item is assigned a unique product
code.  The software will automatically assign a default code for each new item.  You can edit this
code to any unique code.  The inventory database has the following fields:

Prod Code
A unique product code.

Desc
The product description for this item.

Price
The selling price for this item.

Cost
The unit cost of this item.

Stock
The number of units currently in stock.

Low Stock
When reordering, the stock must fall below this value.

Average
When reordering, this is the number of units that you wish to have in stock.

Tax
Y if this item is taxable, N if this item is non-taxable.

Num Sold
Number of times that this item has been sold.

Inventory
Y if this is an inventory item, N is this is a non-inventory item.  Non-inventory items
always has its stock set to zero.

Vendor
The vendor code that you purchase this item from.

Auto CR
Determines if this item automatically advances to the next line in the sales system.


Salesman Maintenance
This database contains information on your sales personnel.   Each salesman is assigned a unique
salesman code.  You must enter in this code.  The salesman database has the following fields:

Sales Code
A unique salesman code.

Name
The name of the salesman.

Address
The mailing address for the salesman.

Phone
The telephone number for the salesman.

Soc Sec Num
Social security number or tax number for the salesman.



Password
A password that is assigned to the salesman.  For details on passwords, see the section
titled Security.



Vendor Maintenance
This database contains information on your vendors.   Each vendor is assigned a unique vendor
code.  You must enter in this code.  The vendor database has the following fields:

Vendor Code
A unique vendor code.

Vendor Name
The company name for the vendor.

Contact
The name of the contact.

Address
The mailing address for the vendor.

Phone/Fax
The telephone number and fax number for the vendor.




CHAPTER IV
SECURITY

The Video Store 4.1 supports multiple levels of security.  You can assign a password to each
sales person and restrict specific areas of the software.  Passwords are assigned in the salesmans
database.

Under the salesman database is a command labeled Security.   Select this command to restrict
specific areas for the salesman.  There are three pages which contain security restrictions.  A Y
represents that the salesman has access to this area, while a N represents that a salesman does not
have access to this area.

To activate the security system, it can be enabled under System Configuration, System Default
settings.

Important:  The system administrator should have access to everything.  Do not put any NÆs in
any field for the system administrator.  Prior to enabling the security feature, the system
administrator should be assigned a password in the salesman database.

It is advisable that the clerks do not have access to System Configuration, Database Operations
and Salesman Database.  These areas should only be used by the system administrator.




CHAPTER V
SALES SYSTEM

The Sales System is where sales and payments are entered.  The following are part of the Sales
System:

New Sale
Sales are created here.  The first time that you enter into this area, you are automatically put into
the creating new invoice mode.  If you have created invoices into this system already, then you
must select the New Sale command to create a new invoice.

When prompted for the customer code, you can either enter in the customer code that you wish to
invoice or press the <F10> key to add a new customer.  If this customer is a walk-in customer,
and you do not wish to keep track of this customer, you can use CASH as the customer code.

Editing of the items is the body of the invoice screen.  Initially you are asked to enter in the
product code.  Product codes have been previously from the maintenance system.  You can enter
in the product code of the item that you wish to rent/sell or press the <F8> key to add a new
inventory item.  The item will be displayed on the screen.  You can edit any of the desired fields
for this line item.  When the line is correct, you can press the down arrow key to advance to the
next line.  Please Note:  It is not necessary for you to press the ENTER key after each field.  Once
the line contains the correct information, just press the down arrow key to advance to the next
line.

Once the body of the invoice is correct, you have two options: Save and Edit Mode.  Save will
automatically save the entire invoice and prompt you for payment.  Edit Mode will place the
program in its edit mode and you can edit any part of the invoice.

After the invoice has been saved, it will prompt you for the payment (only if a payment is due).  If
you do not wish to apply any payment, then press the <ESC> key.  If you wish to apply a
payment, you will be prompted for the payment tendor,  payment amount and any other payment
information.  At any time you can press the <ESC> key and it will bring you back to the previous
level.

After the payment has been applied, you will be presented with the following print options:

Invoice Prn
Print the current invoice.

File Inv
Print the invoice to a disk file.  This is useful for editing the invoice in a wordprocessor or
e-mailing/faxing the invoice.



CHAPTER VI
REPORTING SYSTEM

The following reports are available:

Income Report
Report to show the total amount of money and taxes collected for any period.  This report is
useful for preparing sales tax collected.

Invoice Report
Report to show all invoices generated and amounts paid for any period.

Open Balance Report
Report to show all customers that have an open balance.

Late Charge Report
Report to show all rentals that are currently late.

Top Rental Report
Report to show the top rentals for any period.

Salesman Sales
Report to show all sales generated for each salesman for any period.  This report is useful for
calculating salesmen commissions.

Product List For Customer
Report to show all products purchased by a specific customer for any period.

Customer List For Product
Report to show all customers that purchased a specific product for any period.

Inventory List For Vendor
Report to show all products that are purchased from a specific vendor.

Outstanding Rentals
Report to show all rentals that have not been returned.
Rentals Return History
Report to show a customer history of all returned rentals.

Payment History
Report to show all payments received for a specific customer for any period.

Profit Report
Report to show all profit based on sales.

Customized Labels/Reports
The user can create custom reports, custom mailing labels, custom lists and configure barcodes.

Listing Reports
The following reports are found under Listing Reports:

Reorder Inventory Stock Listings
Report to show all items that should be reordered and the amount to reorder.  All of this
information is configured in the Inventory Database.

Customer Listing
A list of all customers.

Inventory Listing
A listing of all inventory items.

Salesman Listing
A listing of all salesmen.

Vendor Listing
A listing of all vendors.

Price List
A price list is generated for any price level.




CHAPTER VII
RENTALS RETURNED

The Rentals Return System is used to return your rentals.   Once a rental has been returned, the
Rentals Maintenance System is automatically updated and this rental may then be rented again.
The following return options are available:

Regular returns
Rentals are returned by Product Code.  If you do not know the Product Code of the
rental, you can press the <ENTER> key when asked for the Product Code.  A complete
list of all unreturned rentals will then be displayed.  You can then select the desired
Product Code.

If a rental is returned late, a late fee may occur.  You then have the option to edit this late
fee or charge the customer this late fee.  If the customer is not present or does not wish to
pay this late fee at the current time, this late fee will automatically be charged to the
customerÆs account.  The next time that this customer rents/purchases an item, this late fee
will be automatically added on to the invoice.


Batch Returns
Batch returns are only available from the Main Menu.  This allows the user to enter a
batch of rentals to be returned at the same time.  Any late charges will be automatically
added to the customerÆs account.  This should only be used when the customer is not
present.



CHAPTER VIII
APPOINTMENTS

An Appointment Scheduler and To-Do List Manager.





CHAPTER IX
DATABASE FUNCTIONS

The database functions allow the user to backup data, fix problems or change the data in files.
The following options are available:

Backup/Restore Databases
Data should be backed up to floppies on a regular basis.  The backup feature will backup all of the
databases to a set of floppy diskettes.  If there is a problem and need to go back to your previous
work, you can select the restore option.

Rebuild All Databases
This feature should only be used if you are experiencing corruption in your databases or if you
had a recent power failure.  The software will attempt to repair the index files and recalculate all
balances.

Frequency Analysis
This feature is useful if you wish to see the frequency of a piece of data.

Form Letters
The user can design a form letter template using any fields in a database.  These letters can then
be printed.

Import Data
Data can be imported from another program.  In order to import the data, the data must be in a
standard dBase III file format.

Important Note: If you are importing data and not using the import feature, or if you
have another program writing to The Video Store databases, the databases must fixed
after importing or updating the databases.  To fix the databases, start up the program by
using the fix switch:

VID FIX

The databases will then be fixed.  This only needs to be done if you are not using the
import feature.


Please Note:  On importing, some fields need specific values.  You can set these values by
selecting <F2> Type in Import Value.

For importing rentals select the Inventory Database.  The following two fields must be set:

Field RENTAL must be set to a value of Y

Field CAT_CODE must be set to the price code that you defined in the price code
database.

Field STOCK must be set to a value of 1


For importing  products select the Inventory Database.  The following two fields must be set:

Field RENTAL must be set to a value of N

Field PRODUCT must be set to a value of Y


For importing  customers select the Customer Database.  The following two fields must be set:

Field LOCK_OUT must be set to a value of N

Field ALERT must be set to a value of N

Export Data
Data can be exported into a standard dBase III or ascii file format.

Converting Ascii To DBF
The conversion of an ascii file to a DBF file requires that the ascii file have all of its fields and
strings delimited with some unique character.  It is recommended that the double quotes (") be
used for the string delimiter and the comma (,) to be used for the field delimiter.

The following three steps must be performed to convert the ascii file:

SELECT - Selects the ascii delimited file.  Scroll through a list of  files are select the desired ascii
file.

DEFINE - Defines the delimited fields.  The delimiter characters and the field types can be
defined.  If the DBF structure is unknown to the user, then use the SCAN option to automatically
scan the fields.

WRITE - Creates the DBF file.

Global Replacement
This feature is useful if you need to globally change a field in a database to the same value.

Purge Data
If you have invoices and payments that you no longer need, and wish to remove them from the
software, then use this feature.  Only invoices that have been paid in full will be removed.  Please
Note:  Once items have been purged, you can never recover them.



CHAPTER X
PRINT BARCODE BATCH


The barcode batch is used to print barcodes.  All barcodes in this batch can be printed on regular
mailing labels.

The barcode batch gets its barcodes from the Inventory Maintenance and Rentals Maintenance
systems.  To submit a barcode to the Barcode Batch, use the BARCODE command.  This
command will submit the current barcode to the Barcode Batch.





CHAPTER XI
RESERVATION SYSTEM

The reservation system is used to reserve rentals.   When new items are added, the are put on
hold.  When these items are returned, they are put on available.

Enter Reservations
Enter new reservations into the reservation system.  The following information can be
added:

Item Title
The title of the rental to reserve.  When a rental is returned that matches this title,
this item will become available to this customer.

Cust Code
The customer code that is reserving this item.

Last Name
The last name of the customer reserving this item.

First Name
The first name of the customer reserving this item.

Phone
The telephone number of this customer reserving this item.

Date
The date of this reservation.

Available (Display Only)
Displays if this item is available.

Prod Code (Display Only)
The product code of the rental item if this item is available.


Print All Reserved Items
A report that will print all reserved items.  After the report is printed, the user will be
asked if all available items should be removed from the report.

Print Reserved Available Items
A report that will print all available items.  After the report is printed, the user will be
asked if all available items should be removed from the report.




CHAPTER XII
TECHNICAL SUPPORT

There is no charge for technical support.  Tech support can be contacted at the following:

Telephone:    [phone]
Internet:    [e-mail]




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